Secretary / Receptionist (PM) at the African Union (AU)

⏲ Jun 21, 2024, 7:48 AM
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The African Union (AU) is a continental body consisting of the 55 member states that make up the countries of the African Continent. It was officially launched in 2002 as a successor to the Organization of African Unity (OAU, 1963-1999). We are an Integrated, Prosperous and Peaceful Africa, driven by its own citizens and representing a dynamic force in the global arena.

We are recruiting to fill the position below:

Job Title: Secretary / Receptionist (PM)

Location: New York, USA
Employment Type: Full-time

Purpose of Job

The incumbent is responsible for: Providing secretarial and clerical support services to the assigned supervisor or the Office in general for its effective functioning.
Perform secretarial and office administration/management duties. Type and proof read documents, reports, correspondences, messages, queries, etc. as may be required by assigned supervisor(s).
Assist in preparing correspondences and documents as required. Perform office management and documentation duties as required.

Main Functions

Provide timely operational support
Implement operational activities as scheduled and report.
Assist in the follow up on logistical arrangements, activity implementation and provision of updates.
Prepare routine office communication and assist in compiling data and information for reporting purposes.
Assist in the creation, improvement and maintenance of record and retrieval systems
Follow up on provision and maintenance of office facilities and materials.
Liaise effectively with internal and external stakeholders.
Follow up meeting decisions and correspondence outcomes and ensure their implementation.

Specific Responsibilities

Draft responses to routine correspondences for the signature of the supervisors;
Type and proof-read documents, reports, etc as may be required by assigned supervisors;
Attend visitors and staff and provide them with basic information on relevant issues and procedures;
Keep an up-to-date diary of appointments for supervisors;
Keep equipment in use in good condition and report on defects for maintenance and other necessary action;
Provide day to day routine administrative supports to various work units of the assigned Units;
Ensure availability of stationery stock, equipment and furniture in offices assigned;
Assist in the follow up on logistical arrangements, activity implementation and provision of updates;
Maintain a proper filing and recording system for all incoming and outgoing correspondences and documents;
Respond to and screen various correspondences such as telephone calls, e-mail messages and ensure follow up with supervisors and partners;
Perform reception services where required; and
Perform any other relevant duties and responsibility as may be assigned.

Academic Requirements and Relevant Experience

Diploma (Bac+2) or Bachelor's (Bac+3) Degree with three (3) and two (2) years in Secretarial Studies or Office Management is required, or a related field with relevant work experience in public organizations, diplomatic missions, international organizations or international non-governmental organizations
A higher qualification will be an added advantage.
Communication related training is an added advantage.
Experience within the African Union Commission, United Nations and other international organizations involving diplomatic engagements, and familiarity to the working environment will be an added advantage.

Required Skills:

Excellent knowledge of computer office applications such as Word, Excel, Outlook and Power Point
Sound planning and organizational skills
Very good typing skills, of at least fifty words per minute.
Good interpersonal skills
Strong communication ability both orally and in writing
Good analytical skills and ability to identify workable alternative and solutions, firm yet flexible, confident.
Able to manage stress.
Strong personality but friendly, polite and patient.
Work quickly, accurately and efficiently, meeting tight deadlines.
Be able to work unsupervised on your own initiative.
Proficiency in any one of the AU officials working languages (English, French, Arabic, Portuguese, Spanish and Kiswahili) is a requirement, while fluency in two, specifically English and French is an added advantage.
Excellent team player and able to work in a multi-cultural environment.